Operations Specialist

Summary:

We are seeking a highly motivated, detail-oriented Operations Specialist to join our dynamic team. This role is essential in providing comprehensive operational, project management, and HR support to the organization. You will partner closely with senior leadership, acting as the liaison that brings together people, processes, and platforms. The ideal candidate is a proactive self-starter who thrives in a fast-paced environment and brings both strategic insight and tactical execution to the table.

Responsibilities:

Operations

• Coordinate internal and external events (SOF Week, Board of Directors meetings, etc.)
• Provide logistical support for TIAB and "Lighting the Torch" meetings
• Oversee office operations, including mail, supplies, calendar, and company inbox management
• Support catering and meeting logistics
• Manage DocuSign workflows
• Maintain CRM data integrity
• Provide executive assistance, including composing communications and overseeing the calendar
• Act as liaison between the executive team, Board of Directors, and Advisory Board
• Manage internal and external document workflows (contracts, NDAs, etc.)
• Provide business support, including research, data collection, and presentation development
• Maintain and enhance internal systems, including digital records and knowledge management tools
• Manage travel budgets
• Manage Branding guidelines and updates to Google Slides templates, Google Docs (letterhead), etc.

Marketing & Communications

• Collaborate with external marketing teams to manage the website
• Draft and schedule LinkedIn posts and other social media content
• Update branded materials: letterhead, presentations, templates, and DocuSign signatures

IT Coordination

• Works closely with internal and external IT requests ensuring a positive employee experience in addition to onboarding and offboarding processes

Travel & Administration

• Book and manage travel for the CEO and employees
• Liaise with vendors and coordinate executive-level travel, accommodations, and ground transport
• Organize and support client, board, and leadership meetings and events

Qualifications Required

• Bachelor’s degree or equivalent work experience in Human Resources, Business Administration, or related field
• 5+ years of HR or operations experience, preferably in a high-growth or entrepreneurial setting
• Exceptional written and verbal communication skills
• High level of discretion, professionalism, and emotional intelligence
• Self-motivated with a solution-oriented mindset and strong attention to detail
• Flexible and adaptable in a fast-paced, evolving work environment

Human Resources

• Assists with organizational changes, including project planning, legal coordination, and team communication
• Acts as an HR internal resource for employees answering day to day inquiries
• Oversee employee lifecycle processes, including:
• Onboarding: New hire setup, orientation, background checking and portal training
• Offboarding: Coordination with managers and IT to ensure smooth transitions
• Employee Separations: Handles coordination with Finance team and Insperity PEO
• Administer and track performance reviews and follow-ups
• Administer and track individual goals and follow-ups
• Maintains an updated job description library and updates org charts routinely
• Manage and maintain JazzHR (ATS): system setup, training, and troubleshooting
• Lead HR special projects and initiatives
• Coordinate employee engagement programs (training, achievement awards, etc.)
• Assist in HR role’s in annual audits
• Pulls together yearly pay dates and Holidays for the US and UK
• Manages annual updates to the employee handbook

Qualifications Desired

• Proficient in Google Workspace; strong PowerPoint and document design abilities
• Experience with JazzHR or an ATS, Notion, DocuSign, and CRM tools like Pipedrive is highly preferred
• Proven experience in project management and ability to juggle multiple priorities

Torchlight

Torchlight Analytics LLC provides Behavior Based Insights™ to decision-makers in government and corporate organizations to uncover emerging threats and new opportunities.

Torchlight is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, disability status, or any other protected class. U.S. Citizenship is required for positions requiring government security clearance and for certain other restricted positions.